Access

-Students will be able to create tables, the basic building blocks of a database

I. Getting Started with Access 2007

A. Understanding Relational Databases

-Relational Database Software to manage data that is organized into lists such as information

about customers, products, vendors, employees, projects, or sales.

-  The advantages of using Access database management include:

o  Duplicate data is minimized

o  Information is more accurate, reliable, and consistent because duplicate data is minimized

o  Data entry is faster and easier using Access forms

o  Information can be viewed and sorted in many ways using Access queries, forms and reports

o  Information is more secure using Access passwords and security features

o  Several users can share and edit information simultaneously

-Comparing Excel and Access

Feature / Excel / Access
Layout / Provides a natural tabular layout for easy data entry. / Provides a natural tabular layout as well as the ability to create customized data entry screens
Storage / Limited to approx 65,000 records per sheet / Stores any number of records up to 2 GB
Linked Tables / Manages single lists of information / Allows links b/n lists of information to reduce data redundancy
Reporting / Limited to the current spreadsheet arrangement of data / Creates and saves multiple presentations of data
Security / Limited to file security options such as marking the file “read only” or protecting a range of cells / Allow users to access only the records and files they need
Multiuser / Does not easily allow multiple users to simultaneously enter and update data / Allows multiple users to simultaneously enter and update data
Data Entry / Provides limited data entry screens / Provides the ability to create extensive data entry screens called forms.

B. Opening a Database

-Open Windows Office taskbar and choose Microsoft Access

-Important Terminology

·  Field: The smallest unit of data organization; consists of specific category of data such as a customer’s name, city, state or phone number.

·  Record: A group of fields that describe a person, place, or thing

·  Key Field: A field that contains unique information for each record, such as a customer number for a customer.

·  Table: A collection of records for a single subject

·  Database: A collection of tables associated with a general topic.

·  Relational database; An Access database with multiple tables that are linked together by a common field.

·  Objects: The parts of an Access database that help you view, edit, manage, and analyze that data, such as tables, queries, forms, reports, macros, and modules.

C. Entering Data

-Either by mouse or keystroke techniques to navigate the data in the table’s datasheet.

D. Editing Data

-Click on field you want to make a change

-You can delete info by hitting backspace or delete button

E. Creating a Database

-Template; a sample database provided within the program.

-Access Form: (an easy-to-use data entry screen)

-Navigation Pane: provides a way to move between objects.

F. Creating a Table

-After establishing g your database, you often need to create a new table. Each table needs 3

essential tasks:

1- meaningfully naming each field in the table,

2- selecting an appropriate data type for each field,

3- naming the table itself

-Data type determines what kind of data can be entered into a field, such as numbers, text, etc..

G. Creating Primary Keys

-Primary key field:

1- It contains data that uniquely identifies each record

2-Helps relate one table to another in a ONE-TO-MANY RELATIONSHIP

-Design View: used to modify and define field properties that are not available in Datasheet

View.

-Properties: (Characteristics that define a field)

II. Creating A Query

-Query allows you to select a subset of fields and records from one or more tables and the present

the selected data as a single datasheet.

-Sometimes called logical view or SQL (Structured Query Language) instructions.

A. Using a Query Design View

-Query Design View to add, or move the fields in an existing query, to specific orders, or to add

criteria to limit the number of records shown in the resulting datasheet.

-Field lists: small windows that are queries

-Join Line which is relations ships between queries

B. Modifying Queries

-Field Selector: the thin gray bar above each field in the query grid

C. Sorting and finding Data

-Ability to sort and find features quickly